Whistler Outdoor Music Festival
The execution of an event is outlined in the event plan. It covers all aspect of an event, including the start and conclusion dates, the money, the location, the marketing, the participants, and more.
Depending upon the size of the event, the scope and complexity of the event plan may change, but the underlying difficulties always exist. Most of us, whether at home, at business, or in their community, have had some experience organising events. Let’s keep the article’s attention on substantial happenings (Julian, B. and Triayudi 2021). A conference is a typical example of a big event, so let’s talk about a TEDx conference we were a part of to show how to prepare an event for our event management objectives. This case study provides a clear explanation of the format, difficulties, and advantages of using software to arrange large events (Juliana et al. 2021).
When organising an event, the date should be taken into account first. That serves as a permanent anchor. Additionally, you should make an estimation of the attendance. These two important factors will serve as a guide for the other areas of your event planning (Salam, A. and Hajriyanti 2022).
Unfortunately, there will always be factors beyond your control, such as inclement weather, sluggish deliveries, technical issues, and other unexpected hiccups. Since you cannot modify the date of your event, you should be as ready as you can be for any dangers or problems that can arise on the day of your event.
|Project Name:||live concert/music festival||Reporting Period:||Filled by student|
|Stakeholder:||Filled by student||Owner:||Filled by student|
|Project Manager:||Filled by student||Project Due Date:||Filled by student|
|Compiled By:||Filled by student||Date Submitted:||Filled by student|
|Item||Current Status||Prior Status||Summary|
|Project Status||On Time||Delayed||The Planning of the event has been started and the stakeholder are assigned to list the event values.|
|Scope||On Time||On Time||The project will be happening on time with proper schedule|
|Schedule||Changes Needed||Changes Needed||The Planning of the event has been started and the stakeholder are assigned to list the event values.|
|Cost||On Budget||On Budget||The budget plan in the project is not as excepted so the delay of project can be done (Østby, Yamin and Al Sabbagh 2019)|
|Risk||Yes||Yes||There is risk addressed that shows changes are required|
|Event Venue||In Progress||Decide the event plan||During the initial stage before investor meet||It would require more planning||25%||In Progress|
|Guest List||In Progress||Is about to get ready after meet||After venue is decide||Guest list must be made early||25%||Not Started|
|Investor Meet||On Time||To get the funding||Is planned during planning (Julian, B. and Triayudi 2021)||The planning is done after investor meet||50%||In Progress|
|Place visit||On Time||To design pamphelets||Is planned during planning||After the venue is decided||50%||In Progress|
|Event Décor team||On Time||After the venue is decided||Is planned during planning (Aschenauer et al. 2019)||75%||Not Started|
|Event Day||On Time||Place is decided||50%||Not Started|
|Issue||When Identified||Action or Ignore||Owner||Resolved|
|Budget||After venue is decided||Funding and investor meet is decided to relocate the event||Investor and project manager||Yes|
|Shared Responsibilities||After some employees reject to come||New hiring is done||Project Management staff||No|
|Lead singer not coming||After the invite is sent||New invite is sent to different singer (Malem et al. 2022)||Project manager and investor (Tereso et al. 2019)||Yes|
|Item||Allocation||Spent||Spent to Date|
|· Successfully achieving deliverables.
· Adding project exclusions successfully.
· Setting project cost and timeline efficiently.
· Setting the limitation clearly as mentioned.
· Engaging all stakeholders clearly.
|· Making the timeline efficient and completing procedure as it is.
· Successfully include excluded items in the project scope.
· Effective budgeting and scheduling of projects.
· Setting the bounds explicitly is one method.
· Achieving consensus among all parties involved.
|Resource Name||Type||Initials||Max. Units||Std. Rate||Ovt. Rate||Cost/Use|
|Festival grounds (property) owners||Work||F||100%||$44.00/hr||$44.00/hr||$24.00|
|Project staff and management team||Work||P||100%||$68.00/hr||$68.00/hr||$32.00|
|Task Name||Duration||Start||Finish||Resource Names|
|Whistler Outdoor Music Festival 2023||246 days||Sun 11/6/22||Mon 10/16/23|
|Venue||27 days||Sun 11/6/22||Tue 12/13/22|
|Procure Materials||6 days||Mon 11/7/22||Mon 11/14/22||Investors, Project Sponsor, Project staff and management team|
|Install Power to Staging Areas||7 days||Tue 11/15/22||Wed 11/23/22||Environmentalists, Local community, Municipality|
|Install Restrooms/Water Supply||6 days||Thu 11/24/22||Thu 12/1/22||Attendees, Festival grounds (property) owners|
|Install Temp Fence & Gates||8 days||Fri 12/2/22||Tue 12/13/22||Attendees, Festival grounds (property) owners, Local community|
|Milestone 1||0 days||Sun 11/6/22||Sun 11/6/22|
|Setting up the stages||43 days||Wed 12/14/22||Fri 2/10/23|
|Contact Stage Companies||6 days||Wed 12/14/22||Wed 12/21/22||Festival grounds (property) owners, Investors|
|Deliver Materials||6 days||Thu 12/22/22||Thu 12/29/22||Project staff and management team, Subcontractors|
|Setup stages||4 days||Fri 12/30/22||Wed 1/4/23||Project staff and management team, Subcontractors|
|Setup Lighting||7 days||Thu 1/5/23||Fri 1/13/23||Project staff and management team|
|Setup Barriers||7 days||Mon 1/16/23||Tue 1/24/23||Project staff and management team, Subcontractors|
|Rent Equipment||8 days||Wed 1/25/23||Fri 2/3/23||Festival grounds (property) owners, Project staff and management team|
|Setup Equipment||5 days||Mon 2/6/23||Fri 2/10/23||Project staff and management team|
|Tickets||117 days||Sun 11/6/22||Tue 4/18/23|
|Design Tickets||7 days||Mon 2/13/23||Tue 2/21/23||Festival grounds (property) owners, Project Sponsor, Project staff and management team, Subcontractors|
|Contact Printing Companies||6 days||Wed 2/22/23||Wed 3/1/23||Investors, Project staff and management team|
|Select Company||6 days||Thu 3/2/23||Thu 3/9/23||Festival grounds (property) owners, Investors, Project staff and management team|
|Print Tickets||7 days||Fri 3/10/23||Mon 3/20/23||Festival grounds (property) owners, Investors, Project staff and management team, Subcontractors|
|Contact Distribution Center||6 days||Tue 3/21/23||Tue 3/28/23||Investors, Project staff and management team, Subcontractors|
|Setup Payment Portal||5 days||Wed 3/29/23||Tue 4/4/23||Investors, Local community, Project staff and management team, Subcontractors|
|Distribute Tickets||10 days||Wed 4/5/23||Tue 4/18/23||Festival grounds (property) owners, Investors, Local community, Project Sponsor, Project staff and management team|
|Milestone 2||0 days||Sun 11/6/22||Sun 11/6/22|
|Promotion||26 days||Tue 4/18/23||Wed 5/24/23|
|Design Advertisement||5 days||Wed 4/19/23||Tue 4/25/23||Festival grounds (property) owners, Local community, Music Artists, Project staff and management team, Subcontractors|
|Contact Printing/Media Companies||4 days||Wed 4/26/23||Mon 5/1/23||Investors, Music Artists, Music Promoters, Project Sponsor, Project staff and management team|
|Select Companies||4 days||Tue 5/2/23||Fri 5/5/23||Festival grounds (property) owners, Project Sponsor, Project staff and management team|
|Post on Social media||4 days||Mon 5/8/23||Thu 5/11/23||Local community, Music Artists, Project staff and management team|
|Distribute Print Promotion||5 days||Fri 5/12/23||Thu 5/18/23||Festival grounds (property) owners, Investors, Music Promoters, Project staff and management team, Subcontractors|
|Post Adds in Local Paper||4 days||Fri 5/19/23||Wed 5/24/23||Music Promoters, Project staff and management team|
|Milestone 3||0 days||Tue 4/18/23||Tue 4/18/23|
|HRM||28 days||Thu 5/25/23||Mon 7/3/23|
|Identify Personnel Needs||5 days||Thu 5/25/23||Wed 5/31/23||Project Sponsor, Project staff and management team, Subcontractors|
|Develop Job Descriptions||3 days||Thu 6/1/23||Mon 6/5/23||Investors, Project staff and management team, Subcontractors|
|Determine Number of Workers Needed||4 days||Tue 6/6/23||Fri 6/9/23||Project staff and management team, Subcontractors|
|Conduct Interviews||6 days||Mon 6/12/23||Mon 6/19/23||Project staff and management team, Subcontractors|
|Hire||6 days||Tue 6/20/23||Tue 6/27/23||Project staff and management team, Subcontractors|
|Establish Schedule||4 days||Wed 6/28/23||Mon 7/3/23||Project staff and management team, Subcontractors|
|Performance||194 days||Sun 11/6/22||Thu 8/3/23|
|Contact Artist Reps||5 days||Tue 7/4/23||Mon 7/10/23||Festival grounds (property) owners, Investors, Music Artists, Project Sponsor, Project staff and management team, Subcontractors|
|Contact Transportation Companies||6 days||Tue 7/11/23||Tue 7/18/23||Music Artists, Music Promoters, Project Sponsor, Project staff and management team|
|Coordinate Arrival Times||4 days||Wed 7/19/23||Mon 7/24/23||Music Promoters, Project Sponsor, Project staff and management team, Subcontractors|
|Sound Check||4 days||Tue 7/25/23||Fri 7/28/23||Municipality, Music Artists, Music Promoters|
|Provide Transport to Venue||4 days||Mon 7/31/23||Thu 8/3/23||Festival grounds (property) owners, Project staff and management team, Subcontractors|
|Milestone 4||0 days||Sun 11/6/22||Sun 11/6/22|
|The Event||209 days||Sun 11/6/22||Thu 8/24/23|
|Contact Security Companies||6 days||Fri 8/4/23||Fri 8/11/23||Festival grounds (property) owners, Municipality, Music Promoters, Project Sponsor, Project staff and management team, Subcontractors|
|Assign Coordinators||6 days||Mon 8/14/23||Mon 8/21/23||Attendees, Music Artists, Project staff and management team, Subcontractors|
|Start the Event||2 days||Tue 8/22/23||Wed 8/23/23||Attendees, Environmentalists, Local community, Municipality, Music Artists, Music Promoters|
|End the Event||1 day||Thu 8/24/23||Thu 8/24/23||Attendees, Local community, Music Artists, Project Sponsor, Project staff and management team, Subcontractors|
|Milestone 5||0 days||Sun 11/6/22||Sun 11/6/22|
|Post Festival||243 days||Sun 11/6/22||Wed 10/11/23|
|Dismantle Equipment||7 days||Fri 8/25/23||Mon 9/4/23||Environmentalists, Festival grounds (property) owners, Project staff and management team, Subcontractors|
|Dismantle Stages||7 days||Tue 9/5/23||Wed 9/13/23||Environmentalists, Project staff and management team, Subcontractors|
|Dismantle Temp Power||5 days||Thu 9/14/23||Wed 9/20/23||Project staff and management team, Subcontractors|
|Dismantle Restrooms/Water Supply||4 days||Thu 9/21/23||Tue 9/26/23||Project staff and management team, Subcontractors|
|Final Clean Up||6 days||Wed 9/27/23||Wed 10/4/23||Project staff and management team, Subcontractors|
|Terminate Employment||5 days||Thu 10/5/23||Wed 10/11/23||Festival grounds (property) owners, Project Sponsor, Project staff and management team, Subcontractors|
|Milestone 6||0 days||Sun 11/6/22||Sun 11/6/22|
|Project Management||3 days||Thu 10/12/23||Mon 10/16/23|
|Deliver Profit/Loss Report to Customer||3 days||Thu 10/12/23||Mon 10/16/23||Investors, Project Sponsor, Project staff and management team|
Aschenauer, E., Baker, M., Chang, W., Lee, J., Tu, Z. and Zheng, L., 2019. BeAGLE: A Tool to Refine Detector Requirements for eA Collisions EIC R&D Project eRD17: Progress Report (January-June 2019) and Proposal. URL https://wiki. bnl. gov/eic/index. php/BeAGLE.
Østby, G., Yamin, M.M. and Al Sabbagh, B., 2019, June. sieMS in crisis management: detection, escalation and presentation–a work in progress. In 5th interdisciPlinary cyber research conference 2019 (p. 38).
Malem, S., Gueni, F. and Katerna, O., EVENT MANAGEMENT-OVERVIEW AND ORGANIZATION APPROACHES. ПРОБЛЕМИ ПІДГОТОВКИ ПРОФЕСІЙНИХ КАДРІВ З ЛОГІСТИКИ В УМОВАХ ГЛОБАЛЬНОГО КОНКУРЕНТНОГО СЕРЕДОВИЩА, p.240.
Juliana, H.D.R., Naveen Kumar, V., Richard, G. and Shivadarshini, P., 2021. Evecurate–A Smart Event Management App Using Flutter and Firebase. International Journal of Scientific Research & Engineering Trends, 7(4), pp.2519-2524.
Salam, A. and Hajriyanti, R., 2022. Event Management System for Webinars and Survey. International Journal Software Engineering and Computer Science (IJSECS), 2(1), pp.9-17.
Julian, B. and Triayudi, A., 2021, February. User Satisfaction Analysis for Event Management Systems Using RAD and PIECES Framework. In IOP Conference Series: Materials Science and Engineering (Vol. 1088, No. 1, p. 012024). IOP Publishing.
Tereso, A., Ribeiro, P., Fernandes, G., Loureiro, I. and Ferreira, M., 2019. Project management practices in private organizations. Project Management Journal, 50(1), pp.6-22.